1. PURPOSE

This guide will provide instructions regarding the use of the Government Travel Card Program.

2. BACKGROUND

This regulation will prescribe the policies and procedures governing the Food and Drug Administration (FDA) Travel Card Program.

The Government travel card program was developed to procure transportation services, subsistence, and other allowable travel and transportation expenses incurred during official travel. This guide contains procedures that employees must follow for official government travel.

Additional directives used in development of this guide are as follows:

A. The Travel and Transportation Reform Act of 1998, P.L. 105-264, 112 Stat. 2350. The Travel and Transportation Reform Act (TTRA) of 1998 requires FDA to reimburse employees within 30 calendar days after employees submit proper vouchers to their approving officials. Employees are held accountable for paying the travel cards in accordance with the terms and conditions of their cardholder agreements.

B. Federal Travel Regulations (FTR), 41 CFR Parts 301-51, 301-52, 301-54, 301-70, 301-71, and 301-76. The law requires the mandatory use of the travel card by employees who meet the FDA requirements for issuance of the card. The use of the travel card is limited to expenses incurred in conjunction with official travel. The provisions of this regulation apply to all employees, supervisors, and managers of FDA who have been issued or are applying for a travel card.

Cancellation. Permanent termination of travel card privileges after the travel card account is 120 calendar days past due at the closing date of the statement.

Cardholder. Anyone employed by an agency/organization that is issued a travel card.

Centrally Billed Account (CBA). A Government account established by an FDA center/program office to be used by consultants, SGE’s, and those employees who are not in possession of an IBA. Charges to the CBA will be applied to the traveler’s individual office budget.

Closed account – an account that is closed temporarily by an A/OPC and reopened within 30 days of closure. If the card is not reopened within 30 days the cardholder must reapply for a new card. If the bank closes the card, it will not be reopened until the balance due is reduced to zero and the Agency’s Level 3 A/OPC officially requests the reactivation. The bank will then treat the request as a new request thus conducting a credit check.

Consumer Safety Officer - is a Government Employee who is hired under the civil service series GS-696, to perform inspections in accordance with the Investigations Operations Manual available at:

Consumer Safety Officers purchase samples of food, drugs and medical devices (or any other items as referenced in the Investigations Operations Manual) within their local travel area and are frequently required to buy samples using cash. In cases in which cash is the only viable way to purchase samples, the Consumer Safety Officer is allowed, as an exception to Local Travel guidance, to withdraw ATM cash advances via the Government Travel Card while in local travel status.

Credit Worthiness. Credit worthiness assessments are an important internal control to ensure that travel cardholders are financially responsible. Pursuant to Section 846 of the Consolidated Appropriations Act, 2006 (Public Law 109-115), each agency must assess the credit worthiness of all new Individually Billed Account (IBA) travel charge card applicants prior to issuing a travel charge card. See OMB Circular A-123, Appendix B, Section 6, for further credit worthiness requirements.

Delinquency. A travel card with an overdue balance in which payment has not been made in 30 days or more.

Designated Approving Official. A Center/Office Executive Officer, Regional Food and Drug Director, District Director, or any person delegated in writing by the Assistant Commissioner for Management to authorize official travel.

Dispute. A written challenge of an unresolved travel card transaction. Cardholders must assert a dispute, or a billing error in writing within 60 days of the date of the statement reflecting the transaction in question.

FICO – It is an acronym for the creators of the FICO score, Fair Isaac Credit Organization and is a standard credit score which produces a substantial portion of a credit report that credit bureaus sell to lenders so they can asses an applicant's credit risk and whether to extend the applicant credit.

Hierarchy Levels

1 – Bank card coordinator

2 – DHHS Coordinator

3- FDA Coordinator

4 - Center coordinator

5 - Sub Center coordinator

Individual Billed Account (IBA). A central account established for a Government component(s) to be used to pay for travel and transportation expenses.

Inspector – Consumer Safety Officer tasked with collecting and purchasing samples of food, drugs, animal feed, etc. for the sole purpose of inspections and testing by FDA. Please refer to the Consumer Safety Officer definition in this section.

Local Sample Purchases – Purchases made within a Consumer Safety Officer’s (or “inspector”) local travel area for the sole purpose of testing and research. Please refer to the Consumer Safety Officer definition in this section.

Merchant Category Code (MCC). A numerical identifier assigned by the bank and validated by the supplier for classification of products and services.

Misuse. Use of the travel card in an unauthorized, illegal or adverse manner, this includes unauthorized cash advances, purchase of non-reimbursable personal expenditures, use of the travel card when not in travel status and for being delinquent in repaying any and all travel card balances.

Official Travel. Written, approved authorization to travel on official business for the Federal Government that will result in reimbursement for expenses on a travel voucher.

Restricted Card. Minimum credit level allowed if an employee refuses the credit worthiness check or if the credit check results are under the set FICO score.

Salary Offset. The authority to collect by deduction, from the amount of pay owed to an employee of the agency, any amount of funds the employee owes to the credit card contractor as a result of delinquencies not disputed by the employee.

Suspension. Temporary/permanent termination of travel card privileges that occurs once a card balance is over 30 days old.

Travel Advance. (Non-ATM) Prepayment of estimated travel expenses paid to an employee in the form of electronic funds transfer with the exception of non-government travelers who receive prepayment in the form of a check. This procedure is only used when a traveler does not possess an IBA.

Travel Card. A Banking Institution issued Government credit card used solely for official Government travel.

Travel Management Center (TMC). A commercial travel firm under contract with the Government that provides reservation, tickets, and related travel management services for official travel.

4. POLICY

A. Travel Card Program.

Authority: 5 U.S.C 5707. Subpart A is issued under the authority of Sec. 2, Pub. L. 105- 264, 112 Stat. 2350 (5 U.S.C. 5701 note); 40 U.S.C. 121(c). This law requires the mandatory use of the travel card by employees who meet the Federal Travel Regulations, DHHS Travel Regulations and FDA requirements for issuance of the card. The use of the travel card is limited to expenses incurred in conjunction with official travel. The provisions of this guide apply to all civil service employees, commissioned corps officers, supervisors, and managers of FDA who have been issued or are applying for a travel card.

B. FDA Zero Tolerance Policy.

This regulation sets forth any inappropriate charges and delinquencies. Zero Tolerance strictly prohibits the following misuses of the card:

1. Unauthorized charges and charges not associated with official travel.

a. Personal and family member use of the card is prohibited.

b. Additional prohibited activities are listed in Section 6b of this regulation.

2. Charges while not in an official travel status.

a. Use of the card in the vicinity of the employee’s official duty station or residence is prohibited, unless used in connection with purchasing local samples or for an authorized rental car.

b. Cash withdrawals from an automated ATM or bank teller are also prohibited unless in conjunction with local sample purchases.

3. Shared use of the card with another employee for official travel purposes

4. Employee permits the travel card account to become delinquent

5. Failure to use the card while on official travel unless there is an exemption

6. Failure to pay accounts with sufficient funds

7. Failure to properly use Government voucher reimbursements to repay travel expenses

8. Excessive cash advances, or cash advances not commensurate with official travel

The underlying objective of the “FDA Zero Tolerance Policy” is to eliminate misuse and abuse in the travel card program so that it does not become necessary to impose disciplinary actions on any FDA employee. Proper use of the travel card eliminates the need to cancel travel card privileges, reducing the administrative burden of taking action against employees, lessens the stress for all involved, and preserves the reputation of FDA and its employees to achieve its mission and goals with integrity.

The Agency Assistant Commissioner (Office of the Commissioner/Office of Management), as described in the Code of Federal Regulations, may exempt any payment, person, type or class of payments, or type or class of agency personnel from the use of the travel card, if the exemption is determined to be necessary in the interest of the FDA. The General Services Administration (GSA) must be notified in writing within 30 days after granting the exemption, stating the reasons for the exemption. A copy of the exemption must also be forwarded to the Agency Travel Card Coordinator.

(FTR 301-51.3).

The contractor-issued Government travel card will give employees financial flexibility and convenience while traveling on official Government business. Other advantages of the travel card include no-cost travel accident and lost-baggage insurance, direct purchase of common carrier tickets, and the opportunity to reserve lodging and rental cars when authorized in advance by agency management.

The spending limits issued on travel cards are based on the results of an employee’s credit worthiness assessment and must be in accord with the needs of each cardholder. An Agency-wide default limit is set at $12,500 for an acceptable credit rating or $5,000 for a lower rating (ratings are based on GSA’s predetermined FICO score limits) is proposed for most travel cards. This limit shall be on all new cards unless Agency management can justify a higher amount. Memoranda regarding this matter shall be sent to the Hierarchy Level 3 Agency Travel Card Coordinator for processing.

Possession and use of the travel card does not relieve the employee from observing rules and regulations governing official travel, including use of Government city-pair contract carriers, American Flag carriers, Government car rental agreements, Government approved lodging facilities, or a Travel Management Center.

No FDA Official has the authority to override the banking institution’s policy regarding the suspension or cancellation of employee accounts.

The ATM Cash Advance feature allows participating travelers to use their official Government travel card to obtain authorized Government travel advances at ATM’s worldwide. The ATM Cash Advance feature offers travelers a readily obtainable source of cash for travel expenses or authorized sample purchases that cannot be covered by the card itself.

C. Credit Worthiness

Effective January 22, 2007, pursuant to Section 639 of the Consolidated Appropriations Act, 2005 (P.L. 108-447) as referenced in the Circular, all new applicants for an individual travel charge card must use the new JP Morgan Chase Bank form that requires the applicant to initial their agreement/refusal for a credit score check prior to issuance of a travel charge card. Any individual with a FICO score below 660 or who refuses to permit a credit score check will be issued a restricted travel charge card. A restricted travel card will have a lower credit limit than the HHS standard credit limit and will not have any ATM withdrawal capability.

Neither JP Morgan Chase Bank nor HHS will see any of the individual’s credit file data. An individual, issued a restricted card due to a FICO score below 660, may contact the credit bureau if they believe that there is an error. There will be no fee charged by JP Morgan Chase Bank for the credit score check.

5. RESPONSIBILITIES

The following offices and individuals within the FDA have direct responsibilities for monitoring the use of the travel card:

i. Submit reports as appropriate to the Department on FDA’s travel card performance.

2. Rockville Human Resources Center (RHRC). is responsible for developing the personnel policies and disciplinary action procedures for FDA. Travel card delinquency and misuse are examples of employee misconduct. Center/Office Heads and RHRC will determine the appropriate disciplinary action for misuse or delinquency made by employees on the travel card. Penalties will be assessed by agency management depending on the circumstances, but can include written reprimand, suspension, or removal from the federal Government.

3. Center/Office Heads. Center/Office Heads will establish internal procedures to promote the use of the card and to monitor fraud, waste, and abuse on the travel card. Agencies must ensure their employees receive information on how the travel card program operates, proper use of the travel card, safeguards to the travel card and conveyance of the “FDA Zero Tolerance Policy” to all cardholders. Centers/offices will conduct their program in accordance with the FTR and the GSA Smart Pay contract by taking advantage of services, technology and rebates offered. Center/Office Heads or their designees will:

a. Establish designated approving officials. Centers/offices will be responsible for selecting the appropriate managers who will be delegated this authority and for providing A/OPCs with the name(s) of the manager(s).

b. Designate employee(s) and alternate(s) to act as A/OPCs. These individuals will administer and monitor the travel card program for their agency and/or appropriate operating unit(s).

c. Determine which employees are eligible for issuance of a travel card and sign the certification block on the Employee Acknowledgment Statement (Appendix A). Center/Office Heads may delegate the signature authority to the employee’s immediate supervisor.

d. Establish procedures to classify and reevaluate travelers within appropriate travel card limits. The card limits are based on the results of an employee’s credit worthiness rating and should only be modified based on the frequency and/or duration of travel. Centers are required to document the reason for granting employees higher limits. Level 3 Agency A/OPC coordinators may temporarily increase an employee’s travel card limit after careful review of the Center/Office Heads justification.

e. Ensure A/OPCs are trained and aware of their program responsibilities.

f. Establish a reporting review process to ensure that the results of the monitoring activity performed by A/OPCs is reviewed for the compliance of the rules of the travel card program and to ensure that all examination and referral activity related to travel card misuse is documented, to include disciplinary actions taken.

a. Review each Employee Travel Card Obligation Acknowledgment and Employee Government Travel Card Application/Agreement (Appendix A) to insure that (1) the required data has been entered on the form, (2) the application has been signed by the employee. (3) the employee's supervisor verifies that the applicant is required to travel in performing official duties. If the data is complete and correct, the official will enter the appropriate information on the application, sign and date the form, and retain one copy of the application and the signed Acknowledgment. [NOTE: Travel Card applications received without the properly completed Employee Travel Card Obligation Acknowledgment will be returned to the applicant.]

b. Ensure that travel approving officials and travelers are aware of their responsibilities, allowances, restrictions, policy and misuse consequences with respect to travel cards.

b. Notify the employee of any questionable or inappropriate charges and/or delinquencies and give the employee the opportunity to explain and document the questionable charge or delinquency. Notify the Level 3 Agency A/OPC of the findings. A record shall be maintained of the notification and the explanation received from the employee.

c. If an explanation is inadequate to support a questionable charge, the supervisor shall contact the RHRC office for an immediate determination of the appropriate disciplinary action. At the discretion of the agency, the card may be suspended.

d. Maintain documentation of referrals to the RHRC and document the resolution of the incident.

e. Request that the A/OPC suspend the card if it is determined that there is any inappropriate usage.

f. Provide the A/OPC with the card for cancellation when it has been suspended due to inappropriate use or delinquency.

g. Notify the A/OPC when an employee is transferring between offices within FDA.

h. Retrieve the travel card from the employee and return it to the A/OPC for cancellation when an employee leaves, retires, or transfers to another Government agency.

i. Ensure the appropriate official signs an exit clearance or other form required to document cancellation of the card when an employee leaves FDA.

6. Agency/Organization Program Coordinators (A/OPC). A/OPCs are responsible for the overall program administration within the agency/organization. A/OPCs should regularly utilize their access to online reporting capabilities provided by JPMC to monitor for potential travel card misuse and delinquency trends. To increase FDA’s retention of travel card rebates, A/OPCs are responsible for creating and monitoring delinquency reports often. These reports must be forwarded to supervisors for appropriate action, including counseling and/or disciplinary actions. DHHS Level 2 AOPC’s will initiate salary offset processes when a card balance is delinquent over 150 days.

b. Provide to JPMC updated listings of the names of the coordinator(s) and alternate(s), and their mailing address and telephone numbers. Also, provide this information to the Level 3 Agency Coordinator within the Office of Shared Services/Office of Financial Services.

c. Provide employees requesting a card with a copy of the Departmental and agency specific guidance on the use of the travel card and the employee’s responsibility and implications of signing the travel card request application.

d. Ensure accuracy of the Employee Acknowledgment Statement included in Appendix A.

f. Maintain a central file of the signed Employee Acknowledgment Statements along with a copy of the employee’s application for all employees who are current cardholders.

g. Review, sign and forward the original copy of the application to the travel card provider.

h. Create and Review cardholders charge activity and delinquencies.

i. Notify the appropriate manager(s), employee’s immediate supervisor, or the employee, in accordance with established agency procedures, of possible misuse or delinquencies of 30 days or longer. For consistent notification procedures within FDA, agencies should use the Inappropriate Use, Unauthorized Use and Delinquent Memoranda found in Appendix D of this guide for warning employees of potential travel card misuse and delinquency.

j. Notify the Level 3 Agency Coordinators of any mission-related extenuating circumstances for which an employee’s delinquent account should not be suspended.

k. Verify that the travel card has been canceled when notified that an employee’s card has been suspended because of inappropriate use or delinquency; or when an employee leaves, retires or transfers to another Government agency.

l. Request that Level 3 Agency Coordinators reactivate travel cards suspended during the 31-60 day period when employees are authorized to travel and the delinquency has been paid.

m. A/OPC’s and the GSA Contracting Officer have the authority to suspend, cancel, or void accounts under their purview, and must maintain documentation of the reason for the suspension, cancellation, or voiding of the account. In the event of notification of potential fraud, the A/OPC must notify the Office of Inspector General and/or the contractor bank and the Level 3 Agency Coordinator.

7. Employees. Employees who are issued a travel card assume the responsibility to use the card for official travel purposes and to submit their travel voucher within 5 business days of the completion of their travel. Use of the card does not relieve the employee of the responsibility to employ prudent travel practices and to observe rules and regulations governing travel as set forth in the FTR, the DHHS Travel Manual, the “FDA Zero Tolerance Policy” and agency specific policies and procedures.

Cardholders are responsible for submitting a travel voucher claim within 5 days of the completion of their trip. HHS has mandated the use of Split Disbursement in GovTrip which means that the approved travel voucher reimbursement between the charge card vendor and the traveler will be divided. Cardholders must monitor bank statements in order to verify payments were made by Split Disbursement. Any remaining balances must be paid immediately by the Cardholder.

Employees who apply for the card will:

a. Complete the travel card account application.

b. Complete and sign the Employee Acknowledgment Statement recognizing receipt and understanding of the policies and procedures related to the use of the travel card.

(1) Obtain the signature of the approving official or immediate supervisor as designated by their agencies, prior to signing the travel card account application.

(2) Forward the application and acknowledgment statement to their A/OPC for processing. If the Center A/OPC is unknown, the employee should notify the Employee Resource and Information Center (ERIC).

c. Secure the travel card in the same manner as a personal credit card. The card must not be stored or kept by anyone other than the employee.

d. Eradicate all but the last six numbers of the travel card number from any receipts or documents submitted with the travel voucher.

e. Obtain cash advances from ATMs as previously addressed in this guide. Eligible Cardholders will be issued Personal Identification Numbers (PIN) by the contractor to use this feature of the travel card. Employees who have been issued a travel card are expected to obtain ATM cash advances using the travel card and will not be permitted to obtain a travel advance from FDA. An exception may be made for those employees authorized extended foreign travel that may not have access to ATMs in certain foreign locations in order to refresh their cash advance. In these circumstances, a travel advance may be issued to the employee even though he/she is a travel card holder.

f. Conform to the “Standards of Ethical Conduct for Employees of the Executive Branch,” 5 CFR Parts 2635. As a Federal employee, standards of conduct for public trust positions apply. The standards require employees to pay each financial obligation in a proper and timely manner. Appendix C of this guide includes applicable excerpts as it pertains to the Travel Card Program.

g. Dispute a charge not made by the cardholder. It is the employee’s responsibility to contact the contractor bank to dispute a charge. All disputes must be filed in writing within 60 days of the date the charge first appears on the billing statement. Appendix F of this guide includes the proper form to be completed and sent to JP Morgan Chase Bank. JPMC can be reached by calling the customer service number provided on the monthly billing statement or on the back of the travel card. The bank will need to know the following:

(1) Employee name and account number

(2) Reference number of the disputed charge

(3) Establishment where charge was incurred

(4) Amount of the charge

(5) Statement date

(6) Reason for dispute

h. Notify the immediate supervisor when transferring between offices within FDA. This notification is essential for internal management reports and communications. Return the card to the supervisor for cancellation of travel card privileges when leaving, retiring or transferring to another Government agency.

i. When leaving, retiring, or transferring to another Government agency, notify a JP Morgan Chase Bank customer service representative immediately at 1-888-297-0781 (located on the back of the travel card) to cancel travel card privileges and to protect against fraudulent charges.

6. PROCEDURES

A. Travel Card Issuance.

Employees who take two or more trips per year are required to apply for and use the travel card for official travel expenses. Employees must apply for and use the travel card to perform official travel and for all official travel expenses, unless the employee has an Agency approved exemption. (FTR 301-51-1)

If traveling is part of an employee’s official duties, they are encouraged to use the travel charge card in order to take advantage of federal discounts at hotels, and car rental companies. Some lodging facilities will not honor the tax exempt form unless the employee is paying for lodging with a government travel charge card.

Employees, who do not currently have a Government travel card, may apply for both the card and an ATM Personal Identification Number (PIN) through the employee’s organization’s Designated Coordinator. Note: The issuance of a PIN is based on the employee’s FICO credit rating. Cardholders who have lost a PIN may obtain a new PIN by calling JP Morgan Chase Bank Customer Service. Their telephone number is located on the back of the card – 1-888-297-0781.

Employees must not write PIN numbers on their travel card or store the card anywhere that is not a secured location. If a card is lost or stolen, the employee should contact JPMC at 1-888-297-0781 and the Designated Travel Card Approving Official immediately. To avoid unauthorized withdrawals, employees should notify JPMC and the appropriate approving official at once if they suspect that the PIN has been compromised.

B. Use of the Travel Card.

The mandatory use of the card will be employed whenever and wherever possible for airline and other common carrier transportation services, hotel/motel, restaurant, automobile rental, gasoline and other expenses incurred while on official travel.

2. Employees who acquire common carrier transportation with their travel card and either lose the ticket or fail to use all or part of the ticket are responsible for obtaining a credit for the unused ticket or report the loss to the carrier. Failure to obtain a credit from the carrier will result in the employee being financially liable for the entire amount of the ticket. Employees should not submit the unused ticket charged to the individually billed travel card account to an agency payment office with the travel voucher. The unused ticket shall be returned to the TMC.

3. The travel card cannot be used to procure travel and transportation services from commercial travel agencies that are not under contract to the Government to provide such services to Government travelers.

4. FDA prohibits the use of the travel card to obtain contract city-pair fares on a common carrier for a member of the employee’s family who is not on Government authorized travel while accompanying the employee.

5. FDA prohibits the use of the travel card to obtain contract city-pair fares for personal side trips taken in conjunction with official travel.

6. FDA restricts most MCC’s that offer services and/or products that are non-travel related expenses. As a precautionary measure for those merchants who are mis-classified within the travel card program, employees are prohibited from use of their travel card to procure the following:

(m) Any service or product obtained for personal, family, or household purposes

(n) Movie Rentals

(o) Copy/Fax Services

(p) International Visa Purchases

(q) Training/Registration

(r) Government owned vehicle’s gas, supplies or expenses

7. FDA prohibits the use of the travel card to purchase fuel and procure minor maintenance services on GSA fleet or agency-owned and leased vehicles. Use of the FDA Fleet card is the appropriate payment method for purchases incurred while operating government-owned vehicles. (See Section 6B above for guidance on automobile rental)

C. Exemptions to the Use of the Travel Card.

GSA has exempted the following official travel expenses and/or classes of employees from the mandatory use of the travel card.

1. Expenses incurred at a vendor that does not accept the Government travel card

2. Laundry/dry cleaning

3. Parking

4. Local transportation systems

5. Taxi

6. Tips

7. Meals (when use of the card is impractical, e.g., group meals or when the travel card is not accepted)

8. Phone calls (when a Government calling card is available for use in accordance with Departmental guidance)

11. New agency employees who must travel before receiving their travel card

12. When an employee has an application pending for the travel card

D. ATM Cash Advances.

Employees may use the travel card to obtain ATM cash advances for exempted expenses described in section 6C. ATM cash advances are limited to meals and incidental expenses rates (M&IE) for the location of the temporary duty location and other cash expenses identified in Section 6c of this guide. In addition, FDA will reimburse travelers for service fees incurred for these ATM advances. Cash obtained from the ATM in amounts greater than the reasonably amount required for the travel duration are considered excessive cash advances and may invoke an audit. Actual use of the card may be verified from the reports generated by FDA’s A/OPCs.

1. Approval for ATM Cash Advances (withdrawal).

a. ATM cash advances are to be obtained for authorized Government travel only. The approved Travel Authorization should indicate that an ATM cash advance is authorized and specify the maximum amount to be obtained.

b. While in travel status, there may be instances when a traveler has to make an emergency ATM cash withdrawal without prior approval. If an ATM cash advance is obtained without prior authorization on the approved Travel Authorization a separate statement justifying the withdrawal should be made in the GovTrip Travel Voucher and authorized by the approving official.

2. ATM Transaction Limits. Travelers may obtain ATM advances up to the amount authorized by the Travel Authorization. Certain other limits apply to these advances. ATM cash withdrawal and frequency limits are invoked based on an employees credit worthiness results. However, a Level 4 A/OPC may submit a justification and request to the Level 3 Agency coordinator to temporarily increase the ATM cash limit on a case-by-case basis to meet the needs of the employee’s travel.

3. When to Obtain the ATM Cash Advance Withdrawals

a. After the Travel Authorization has been approved.

b. No earlier than three business days prior to departure.

c. No later than the last day of travel.

d. ATM cash withdrawals may be made at a point convenient to the traveler (i.e., at the permanent duty station, at the temporary duty station, or point en route.). An inappropriate location that appears to indicate misuse of the card (i.e., liquor store or gambling site) should not be used.

e. Travelers must be cognizant of their destination’s political climate and environment to ascertain whether large sums of cash can safely be in their possession.

4. Vouchering for ATM Cash Transactions.

a. When a cash advance is obtained from an ATM, a receipt will be issued indicating the date, location of the ATM, and amount of the transaction.

b. Indicate the amount of the ATM transaction fee on the Travel Voucher. Some financial institutions and networks assess surcharges for use of their ATMs. Note: International fees are historically higher than domestic fees and will be reimbursed. These surcharges will not appear as itemized charges on the Cardholder's monthly statement but will instead be included as part of the amount withdrawn for a given transaction. Cardholders should include the surcharge on their travel voucher.

c. Claims for ATM fees will not be allowed when: 1) the travel authorization does not authorize an ATM withdrawal; 2) withdrawals exceed the amount authorized; 3) withdrawals are made after the last day of travel; 4) the voucher does not indicate and show approval for an emergency withdrawal and no other ATM authorization exists on the travel authorization.

d. If an ATM advance is obtained and the trip is subsequently canceled, a check should be sent to the travel card company for the amount of the advance upon receipt of the credit card invoice. In addition, a claim for reimbursement should be submitted via the GovTrip Travel System claiming the ATM fee and explaining the circumstances of the trip cancellation. A copy of the Travel Authorization and Cancellation should be attached.

E. Travel Voucher Reimbursement.

Employees must prepare and submit a travel voucher, with required receipts, to their approving official within 5 working days after completion of a trip or period of travel or every 30 days if on continuous travel status (FTR 301-52.7). Employees will be reimbursed for travel and transportation expenses authorized and allowable under FTR and agency specific policies. Adherence to this guide will ensure reimbursement by FDA in sufficient time in order to utilize the split disbursement process in GovTrip that pays the allowable travel card charges and reimburses the traveler, if owed.

Cash advances are limited to meals and incidental expenses rates (M&IE) for the location of the temporary duty location and other cash expenses identified in Section 6C of this guide. Amounts obtained from the ATM greater than required for travel commencement are considered excessive cash advances.

F. Travel Card Operations During National and State Declared Emergencies.

Employees designated as members of emergency response teams or are essential to continuity of operation plans are exempt from deactivation and cancellation requirements due to inactivity. Agencies should forward a listing to the DHHS Level 2 coordinators to ensure the members are placed in the appropriate credit limits for emergency designated personnel.

G. Deactivation and Reactivation.

The FDA Agency Coordinator will work with the PSC and bank to perform semiannual deactivation of cards that remain inactive during a six-month period. The A/OPC should deactivate cards upon notification from the employee’s immediate supervisor of travel card ineligibility.

Infrequent travelers should contact the bank to determine the status of their travel card for subsequent trips. Employees with a deactivated travel card will need to contact their A/OPC or agency travel coordinator at least 36 hours prior to travel commencement to have their travel card reactivated.

H. Collection of Delinquent Payments from Employee Pay.

In accordance with their cardholder agreement, employees are obligated to pay the undisputed balance within 30 days of statement date. Employees with delinquent travel card balances will have their card suspended and be subject to disciplinary actions.

Individual travel card balances that are delinquent after 150 days of the first statement date (in which there are no disputed amounts) will become eligible for the Treasury salary offset program.

I. Suspension/Cancellation of Travel Cards.

When a balance becomes 1-30 days late after the first statement date, it will be in pre-suspension status. Travelers will receive a letter on day 16 advising the traveler of the pre-suspension status. When the balance becomes 31-60 days late after the first statement date, the card will be suspended and JPMC will notify the traveler. When the balance becomes 61-90 days late after the first statement date, a pre-cancellation letter will be sent. After the balance is 91 days late, the card will be revoked. HHS will start the offset proceedings after the balance is 150 days late after the first due date. Once it is determined that the balance is in offset status, the traveler will not be allowed to apply for a travel card until 12 months have passed.

The traveler’s travel card will not be suspended for unpaid disputed charges.

Employees who have lost their travel card privileges, due to card cancellation , delinquencies or if used for non-official purposes will not be authorized travel advances. Travelers who need to perform official travel must charge their common carrier transportation to their agency centrally billed accounts. All other travel related costs must be paid by the employee using a personal credit card or with personal funds.

A cancelled travel card account reflects unfavorable past performance and will be reported to the employee’s credit organization. For this reason, employees with cancelled travel card accounts are considered high risk in the repayment of travel advances. In the case of extreme hardship, employees who have lost their travel card privileges may request written approval for a travel advance on a trip-by-trip basis from their Center/Office Heads, who may re-delegate this authority to a level not lower than the Chief Financial Officer of the FDA. Consideration of such requests will be made on a case-by-case basis, and approval should not be assumed. A written record of all such approvals, as well as the basis for each approval, will be maintained by the approving office. The Office of Inspector General (OIG) shall review these records during program specific audits.

Employees are expected to comply with this guide by promptly resolving any outstanding balance on the travel card. The use of personal funds to finance all travel expenses (except transportation tickets) on official travel is authorized when an employee has been cancelled from the use of the travel card. When personal funds are used, employees will be reimbursed for qualifying travel expenses by submitting a proper travel voucher. Questions regarding travel cards may be directed to the Employee Resource Information Center (ERIC).

J. Account Closures.

Accounts may be closed by the A/OPC for reasons such as cardholder termination, non-usage by the cardholder, or travel policy violations. Accounts may be closed by the banking institution due to cardholder delinquency and suspected misuse.

K. Reinstatement Procedures.

Individual cardholder accounts may be reinstated through account review and approval by JP Morgan Chase Bank and the Level 3 Agency Coordinator. In order for the account to be reinstated a request must be made by the A/OPC to the Level 3 Agency Coordinator with the following criteria:

1. The account must have a zero balance. The last payment must have been posted for 10 days, or it is noted that the payment was a money order or cashier’s check.

2. The account activity must reflect less than two times 60 days past due within the last 12 months.

3. The account activity must reflect less than two non-sufficient funds checks within the last 18 months and no non-sufficient funds checks within the last six months.

Privacy Act Notice.

The following information is provided to comply with the Privacy Act of 1974 (5 U.S.C. 552a). The information requested on the application form is required under the provisions of 5 U.S.C. Chapter 57, as amended, for the purpose of recording travel expenses incurred by employees and to claim other entitlements and allowances as prescribed in the DHHS travel regulation. The information requested on the application form is required to provide Government agencies with:

1. Necessary information on the commercial travel and transportation payment and expense control system, which will provide travelers cards for official travel and related expenses;

2. Attendant operational and control support; and

3. Management information reports for expense control purposes.

The information contained under this system shall be used by Federal agency officers and employees who have a need for such information in the performance of their duties. Information shall be transferred to appropriate Federal, state, and local agencies, when relevant to civil, criminal, or regulatory investigations. Information can also be transferred for prosecutions required by the GSA or other agencies regarding the hiring or firing, security clearance, or Government service-related performance investigations. The information requested is not mandatory. However, failure to provide this information shall invalidate the application and prevent the issuance of the travel card.

General questions regarding travel cards may be directed to ERIC. at (301) 827-3742.

7. EFFECTIVE DATE

The guide was signed by William Collinson, Director - Office of Financial Management, effective May 4, 2010.

8.Document History -- SMG 2343.1, Government Travel Card Program

FOOD & DRUG ADMINISTRATION (FDA)

GOVERNMENT TRAVEL CARD PROGRAM

ACKNOWLEDGMENT & ACCEPTANCE STATEMENT

1. The Government Travel Card Program provides travelers with a means of financing their official travel expenses without obtaining costly travel advances or using their own funds. Only official Government expenses incurred as a result of temporary duty travel may be charged to the travel card. Expenses include meals, lodging, rental car, transportation tickets, and any other authorized travel related expenses. Travelers are expected to use the travel card whenever and wherever practical for all these expenses prior to the use of an automatic teller machine (ATM). ATM use requires supervisory approval and is available for limited cash advance amounts where use of the travel card is impractical.

2. Use of the travel card for any other purpose than official Government travel business is NOT AUTHORIZED and is considered misuse of the travel card program. Delinquency in payment of the monthly travel card billing or use of Non-Sufficient Fund checks for payment is considered travel card abuse. Card misuse and abuse may be subject to disciplinary actions under the appropriate agency and civilian personnel regulations.

3. The “FDA Zero Tolerance Policy” strictly prohibits the following use of the card:

a. Unauthorized charges not associated with official travel.

(1) Personal and family member use of the card is prohibited.

(2) Additional prohibited activities are listed in Section 6B.

b. Charges while not in an official travel status.

(1) Use of the card in the vicinity of the official duty station or residence is prohibited, unless used in connection with official travel.

(2) Cash withdrawals from an automated teller machine are also prohibited.

c. Shared use of the card with another employee for official travel purposes.

d. Account delinquency beyond a 30-day period.

e. Failure to use the card while on travel.

f. Failure to pay accounts with sufficient funds.

g. Failure to use Government issued voucher reimbursements to repay travel expenses.

h. Excessive cash advances not commensurate with official travel.

Cardholders should read and familiarize themselves with the contents of JP Morgan Chase Bank Card Agreement, the FDA Travel Card Regulation 2343.1 and Agency specific policies regarding the use of the card. Questions concerning the card should be addressed to the cardholder’s A/OPC.

4. I hereby acknowledge that I have read and understand the above policy. I agree to the terms of the JP Morgan Chase Bank Card Agreement and to abide by the rules, regulations and other instructions issued by FDA including the “FDA Zero Tolerance Policy.” I understand that failure to comply with these terms may result in disciplinary action up to and including removal from duty.

TRANSACTION DISPUTE INITIATION

Disputes must be initiated by Cardholders in order to preserve their billing rights. The Cardholder Statement of Questioned Item (CSQI) form (attached) must be submitted to the employee’s A/OPC, Level 3 Agency Coordinator and JPMC to initiate the dispute process. Disputes cannot be taken over the telephone, as VISA Operating Regulations require some form of proof that the dispute was initiated by an authorized individual. If customer service is contacted by phone, a CSQI form will be sent to the cardholder. The dispute will not be considered initiated until the form is sent to JPMC.

JP Morgan Chase Bank must be notified of a dispute no later than 60 days after the statement date on which the original transaction appears. Disputes must be resolved by JPMC within 180 days of initiation, although about 80% of all disputes are resolved within 30 days.

4. Select and mark the dispute description that best describes the situation (numbers 1 through 11).

INAPPROPRIATE USE NOTICE

TO:

FROM:

Agency Travel Card Coordinator

SUBJECT:

Inappropriate Travel Card Use

A review of the JP Morgan Chase Bank travel card activity report indicates that your Government travel card has questionable transaction(s) that appear not to be travel related. Please submit to me a written explanation of these questionable charges by (date).

As part of our commitment to provide service to employees participating in the travel card program, we would like to remind you of the responsibilities that employees have in using the JP Morgan Chase Bank travel card.

Employees who participate in the travel card program shall, to the maximum extent possible, utilize the travel card to pay for expenses connected with official Government travel (e.g., lodging, meals and automobile rentals). Employees should use the card only for authorized travel expenses on agency business. You cannot not use the travel card to pay for personal travel expenses or for any other purpose which is not related to your authorized official government business. Failure to do so will result in the suspension of your travel card as well as possible disciplinary actions.

If you have any other questions, please contact me at (XXX) XXX-XXXX.

Add A/OPC name

cc: Supervisor

UNAUTHORIZED USE NOTICE

TO:

FROM:

Agency Travel Card Coordinator

SUBJECT:

Inappropriate Travel Card Use

After careful review of the JP Morgan Chase Bank’s travel card activity reports, it has been brought to my attention that there were instance(s) of apparent unauthorized use of your Government travel card documented. These charges have included the use of your travel card for unauthorized personal retail purchases and/or excessive unauthorized Automated Teller Machine (ATM) cash withdrawals. Please see the attached charges and provide me with a written explanation/justification of the charges in question by (date).

Unauthorized use of the travel card will result in the suspension of your travel card privileges; In addition, the Agency may proceed with disciplinary actions as well. Your Center/Office Head and Supervisor have been notified of your account status for immediate review and resolution.

If you have any questions, please contact me at (XXX) XXX-XXXX.

Add A/OPC name

cc: Supervisor

TRAVEL CARD DELINQUENCY NOTICE

31-60 Days Delinquent

TO:

FROM:

Agency/Center Travel Card Coordinator

SUBJECT:

Delinquency Notice for the Government Travel Card

According to JP Morgan Chase Bank delinquency reports, your travel credit card is temporarily suspended due to the account being 31-60 days past due. We want to remind you that full payment must be made every billing period. Further delay in payment may result in the permanent suspension of charging privileges until payment is received.

The Food & Drug Administration (FDA) takes the proper use of the Government Travel Card program seriously and works to continually provide guidelines for addressing misuse to employees, supervisors, and managers who have responsibility in both use and administration of the card.

Under the Federal Travel Regulation (FTR), employees must pay amounts owed to the travel card bank in accordance with the cardholder agreement. Employees who do not adhere to the mandatory travel card usage policies may be subject to disciplinary action for violating the Standards of Ethical Conduct contained in the Code of Federal Regulations. It is our position that delinquencies beyond the 30-day timeframe violate the Agency’s zero tolerance policy.

Please make every attempt possible to avoid this action and make a payment so that your account remains in good standing with the bank and further delinquency reports do not negatively impact your personal credit history and/or the Agency.

If you have mailed your payment, thank you and please disregard this reminder. If you have not made a payment, please send the full amount past due of $ less any disputed charges.

Your cooperation is appreciated. If you have any other questions, please contact me at (XXX) XXX-XXXX.

TRAVEL CARD DELINQUENCY NOTICE

Over 60 Days Delinquent

TO:

FROM:

Agency/Center Travel Card Coordinator

SUBJECT:

Delinquency Notice for the Government Travel Card

According to the JP Morgan Chase Bank delinquency report, your travel credit card account is 61-90 days past due and remains suspended. Further delay in the full payment owed will result in the permanent cancellation of your card and could seriously effect your personal credit rating along with the eventual commencement of offset procedures that will deduct money owed from your paycheck Please make every attempt possible to avoid this action

The Food & Drug Administration (FDA) takes the proper use of the Government Travel Card program seriously and works to continually provide guidelines for addressing misuse to employees, supervisors, and managers who have responsibility in both use and administration of the card.

Under the Federal Travel Regulation (FTR), employees must pay amounts owed to the travel card bank in accordance with the cardholder agreement. Employees who do not adhere to the mandatory travel card usage policies may be subject to disciplinary action for violating the Standards of Ethical Conduct contained in the Code of Federal Regulations. It is our position that delinquencies beyond the 30-day timeframe violate the Agency’s zero tolerance policy.

If you have mailed your payment, thank you and please disregard this reminder. If you have not made a payment, please send the full amount past due of $ less any disputed charges.

Your cooperation is appreciated. If you have any other questions, please contact me at (XXX) XXX-XXXX.

TRAVEL CARD DELINQUENCY NOTICE

Over 91 Days Delinquent

TO:

FROM:

Agency/Center Travel Card Coordinator

SUBJECT:

Delinquency Notice for the Government Travel Card

According to the JP Morgan Chase Bank delinquency report, your travel card account is at least 91 days past due and is in cancellation status, If your balance is not paid in full it could seriously effect your personal credit rating and ultimately result in the amount owed being offset (deducted) from your paycheck, tax refund or any government payments issued to you. Please make every attempt possible to avoid this action.

The Food & Drug Administration (FDA) takes the proper use of the Government Travel Card program seriously and works to continually provide guidelines for addressing misuse to employees, supervisors, and managers who have responsibility in both use and administration of the card.

Under the Federal Travel Regulation (FTR), employees must pay amounts owed to the travel card bank in accordance with the cardholder agreement. Employees who do not adhere to the mandatory travel card usage policies may be subject to disciplinary action for violating the Standards of Ethical Conduct contained in the Code of Federal Regulations. It is our position that delinquencies beyond the 30-day timeframe violate the Agency’s zero tolerance policy.

If you have mailed your payment, thank you and please disregard this reminder. If you have not made a payment, please send the full amount past due of $ less any disputed charges.

Your cooperation is appreciated. If you have any other questions, please contact me at (XXX) XXX-XXXX.

TRAVEL CARD DELINQUENTCY NOTICE

Over 120 Days Delinquent

TO:

FROM:

Agency/Center Travel Card Coordinator

SUBJECT:

Delinquency Notice for the Government Travel Card

According to JP Morgan Chase Bank delinquency reports, your travel credit card account is 120 or more days past due and the process of offsetting your pay check will begin if payment is not made immediately. JP Morgan Chase Bank will charge a $25.00 late fee when an unpaid balance reaches the 121 day mark and will continue to charge this fee until the delinquent balance is paid. Please make every attempt possible to avoid this action by submitting your payment in full.

The Food & Drug Administration (FDA) takes the proper use of the Government Travel Card program seriously and works to continually provide guidelines for addressing misuse to employees, supervisors, and managers who have responsibility in both use and administration of the card.

Under the Federal Travel Regulation (FTR), employees must pay amounts owed to the travel card bank in accordance with the cardholder agreement. Employees who do not adhere to the mandatory travel card usage policies may be subject to disciplinary action for violating the Standards of Ethical Conduct contained in the Code of Federal Regulations. It is our position that delinquencies beyond the 30-day timeframe violate the Agency’s zero tolerance policy.

Please keep in mind that if the offset procedures commence, you will not be able to apply for another travel card until 12 months have passed and will not be guaranteed issuance of a new card when you do. Additional adverse disciplinary actions may be forthcoming.

If you have mailed your payment, thank you and please disregard this reminder. If you have not made a payment, please send the full amount past due of $ less any disputed charges.

Your cooperation is appreciated. If you have any other questions, please contact me at (XXX) XXX-XXXX.

TRAVEL CARD DELINQUENCY NOTICE

Over 150 days delinquent

TO:

FROM:

Agency/Center Travel Card Coordinator

SUBJECT:

Delinquent Notice for the Government Travel Card

According to the JP Morgan Chase Bank delinquency reports, your travel credit card account is seriously delinquent by 150 Days or more and your card is in permanent Revoked Status. This is to notify you that the required offset procedures, that will deduct the unpaid amount from your paycheck, are commencing along with the inclusion of additional penalty and late fees. As with previous notifications, the Agency may take further disciplinary actions as well.

The Food & Drug Administration (FDA) takes the proper use of the Government Travel Card program seriously and works to continually provide guidelines for addressing misuse to employees, supervisors, and managers who have responsibility in both use and administration of the card.

Under the Federal Travel Regulation (FTR), employees must pay amounts owed to the travel card bank in accordance with the cardholder agreement. Employees who do not adhere to the mandatory travel card usage policies may be subject to disciplinary action for violating the Standards of Ethical Conduct contained in the Code of Federal Regulations. It is our position that delinquencies beyond the 30-day timeframe violate the Agency’s zero tolerance policy.

You will not be able to apply for another travel card until 12 months have passed and will not be guaranteed issuance of a new card when you do.